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CC 2016-04-12_09d Agreement_Halcyon Road Streets PlanMEMORANDUM TO: CITY COUNCIL FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT BY: MATT HORN, CITY ENGINEER SUBJECT: CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT SERVICES FOR HALCYON ROAD COMPLETE STREETS PLAN DATE: APRIL 12, 2016 RECOMMENDATION: It is recommended the City Council approve an Agreement for Consultant Services with Omni-Means for the Halcyon Road Complete Street Plan project. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The Halcyon Road Complete Streets Plan project budget is comprised of $150,000 of State Highway Account – Sustainable Communities Grant Funding with a $19,434 local match funding. The total available budget for this work is $169,434. BACKGROUND: The Halcyon Road Complete Streets Plan is a Capital Improvement Plan project that is intended to produce a “Complete Streets Blueprint” for the Halcyon Road corridor that lies within the City of Arroyo Grande and the County of San Luis Obispo. The project will develop a “Plan” to improve safety, mobility and accessibility for all users in the Halcyon Road corridor which extends from its junction with U. S. Route 101 to its junction with State Route 1. The project will include an aggressive public outreach component, so as to actively engage stakeholders in identifying and prioritizing both the existing deficiencies and needed improvements. The project objectives and end product are anticipated to include: • Evaluate existing conditions to identify deficiencies in relation to the City's complete streets and multi-modal circulation opportunities. • Incorporate stakeholder input regarding barriers to the desired function and operation of the project area. • Evaluate project area using multimodal design standards. • Prepare a comprehensive plan document with unified vision of the community to guide the development and improvements of the project area that will stimulate the local economy, enhance the corridor’s natural and man-made environment, and address social inequities. • Maximize involvement of and sensitivity to the concerns of all stakeholders, City officials, residents, property owners, businesses and advocacy groups. This element of the project will require a very high degree of public input in order to Item 9.d. - Page 1 gain collective support for the completed plan by all stakeholders. • Create mapping and documents that clearly explain the plan to the public and in formats that are useful, web-accessible and easily distributed. The end product will be a stand-alone document useable as a guide to making future improvements to the Halcyon Road corridor and should be easily integrated into the existing Arroyo Grande General Plan and the San Luis Obispo County General Plan. ANALYSIS OF ISSUES: In order to complete this work, consultant services are required. Consultant services were solicited in order to obtain expertise in the fields of transportation planning, civil and traffic engineering, and public engagement. On January 8, 2016 a Request for Proposals (RFP) was issued to obtain consultant services to complete the Halcyon Road Complete Streets Plan. On February 16, 2016 Proposals were opened and three (3) proposals were received. Proposals were furnished from the following firms: • W-Trans • Omni Means • Arcadia Studio Proposals were reviewed by a committee comprised of three (3) City staff members and one (1) Caltrans staff member and ranked based on the following publically advertised criteria: • Past Project Performance; • Project Proposal including project understanding, comprehensiveness of the proposal, creativity and professionalism; • Strength of Team and Management; • Schedule; and • Local Knowledge. With a maximum of 100 points available per reviewer and a total points available of 400, the committee ranked the proposals as follows: Company Ranking Omni Means 361 W-Trans 323 Arcadia Studio 228 The review committee recommends awarding a contract to Omni Means for the Halcyon Road Complete Streets Plan. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: • Approve staff’s recommendations; • Do not approve staff’s recommendations; or • Provide direction to staff. Item 9.d. - Page 2 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT SERVICES FOR HALCYON ROAD COMPLETE STREETS PLAN APRIL 12, 2016 PAGE 2 ADVANTAGES: Approving an agreement with Omni Means will allow the Halcyon Road Complete Street Plan project to move forward with robust community outreach efforts. These efforts and direction will be memorialized in a plan for future implementation. Allowing this work to move forward will leverage substantial grant funds to develop a corridor-wide plan that can be implemented by both the City and the County of San Luis Obispo over time. DISADVANTAGES: None known at this time. ENVIRONMENTAL REVIEW: In compliance with California Environmental Quality Act (CEQA) the project is categorically exempt per section 15061(b)(3) of the CEQA Guidelines. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, April 7, 2016. The Agenda and staff report were posted on the City’s website on Friday, April 8, 2016. Item 9.d. - Page 3 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT SERVICES FOR HALCYON ROAD COMPLETE STREETS PLAN APRIL 12, 2016 PAGE 3 Page 1 AGREEMENT FOR CONSULTANT SERVICES This AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and effective as of April 13, 2016, between Omni-Means, LTD (“Consultant”), and the CITY OF ARROYO GRANDE, a Municipal Corporation (“City”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. TERM This Agreement shall commence on April 13, 2016 and shall remain and continue in effect until April 13, 2018 unless sooner terminated pursuant to the provisions of this Agreement. This Agreement may be extended for two (2) additional one (1) year periods after the Initial Term upon written agreement by City and Consultant. All terms and conditions of this Agreement shall apply to any additional one (1) year terms. 2. SERVICES Consultant shall perform the tasks described and comply with all terms and provisions set forth in the City’s Request For Proposals, Exhibit “A” and Consultant’s Proposal, Exhibit “B”, and attached hereto and incorporated herein by this reference. 3. PERFORMANCE Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4. AGREEMENT ADMINISTRATION The City Engineer shall represent City in all matters pertaining to the administration of this Agreement. Joseph Weiland shall represent Consultant in all matters pertaining to the administration of this Agreement. 5. PAYMENT The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Consultant’s Proposal, Exhibit “B”, attached hereto and incorporated herein by this reference. The Consultant must correct any errors or omissions to work at no additional cost to the City. Item 9.d. - Page 4 Page 2 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. 7. TERMINATION ON OCCURRENCE OF STATED EVENTS This Agreement shall terminate automatically on the occurrence of any of the following events: (a) Bankruptcy or insolvency of any party; (b) Sale of Consultant’s business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement Initial Term specified in Section 1, unless otherwise extended. 8. DEFAULT OF CONSULTANT (a) The Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Engineer or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. Item 9.d. - Page 5 Page 3 9. LAWS TO BE OBSERVED. Consultant shall: (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant’s performance under this Agreement, or the conduct of the services under this Agreement; (c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; (d) Immediately report to the City’s Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 10. OWNERSHIP OF DOCUMENTS (a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of five (5) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant’s office and upon reasonable written request by the City, the Item 9.d. - Page 6 Page 4 necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files. Upon request by City, Consultant shall make available all work papers and reports to any successor auditor in a timely manner. 11. INDEMNIFICATION FOR PROFESSIONAL LIABILITY (a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant’s Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subcontractors or any entity or individual that Consultant shall bear the legal liability thereof in the performance of professional services under this agreement. (b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subcontractors of Consultant. (c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. d) Indemnification for Design Professional Services. Notwithstanding anything herein to the contrary, to the fullest extent permitted by law for all design professional services arising under this Agreement, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (" Indemnified Parties") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs which arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Item 9.d. - Page 7 Page 5 12. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in EXHIBIT “C” attached hereto and incorporated herein as though set forth in full. 13. INDEPENDENT CONSULTANT (a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant’s officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. (b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. 14. UNDUE INFLUENCE Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. Item 9.d. - Page 8 Page 6 16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City’s prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Engineer or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 17. NOTICES Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To City: City of Arroyo Grande City Engineer 300 East Branch Street Arroyo Grande, CA 93420 To Consultant: Omni-Means, LTD Joseph Weiland 669 Pacific Street, Suite A San Luis Obispo, CA 93401 Item 9.d. - Page 9 Page 7 18. ASSIGNMENT The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. 19. GOVERNING LAW The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material. 21. TIME City and Consultant agree that time is of the essence in this Agreement. Time constraints are selection factors on individual service request. The consultant must start work within two weeks from receipt of a written authorization to proceed unless an alternate timeframe has been agreed upon. The City expects the work to be actively pursued until complete. 22. CONTENTS OF REQUEST FOR PROPOSAL Consultant is bound by the contents of the City’s Request for Proposals, Exhibit “A”, attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant. In the event of a conflict the requirements of City’s Request for Proposals and this Agreement shall take precedence over those contained in the Consultant’s proposals. 23. CONSTRUCTION The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. Item 9.d. - Page 10 Page 8 24. AMENDMENTS Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. 25. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF ARROYO GRANDE CONSULTANT By:__________________________ By:____________________________ Jim Hill, Mayor Its:____________________________ Attest: (Title) ____________________________ Kelly Wetmore, City Clerk Approved As To Form: _____________________________ Heather Whitham, City Attorney Item 9.d. - Page 11 EXHIBIT A - CITY’S REQUEST FOR PROPOSALS Item 9.d. - Page 12 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 3 SECTION A - DESCRIPTION OF WORK Overview The City of Arroyo Grande is soliciting the services of qualified firms to perform consulting services for the Halcyon Road Complete Streets Plan. The Halcyon Road Complete Street Plan will produce a “Complete Streets Blueprint” for the Halcyon Road corridor that lies within the City of Arroyo Grande and the County of San Luis Obispo. The project will develop a “Plan” to improve safety, mobility and accessibility for all users in the Halcyon Road corridor which extends from its junction with U. S. Route 101 to its junction with State Route 1. The project will include an aggressive public outreach component, so as to actively engage stakeholders in identifying and prioritizing both the existing deficiencies and needed improvements. Successful proposals must demonstrate relevant expertise and experience in the fields of transportation planning, civil and traffic engineering, and public engagement. The project will require tasks such as documentation of baseline conditions, consideration of future needs, development of roadway cross-sections, recommendations for operational improvements, accessibility improvement recommendations, and a phasing plan. The City may conduct interviews of the top ranked firms in order to make a final selection. The interview process, if required, will include a presentation by the consultant and a question and answer session conducted by an interview panel. Project Objectives The Plan will: • Evaluate existing conditions to identify deficiencies in relation to the City complete streets and multi-modal circulation opportunities. • Incorporate stakeholder input regarding physical and perceived barriers to the desired function and operation of the project area. • Evaluate project area using multimodal design standards with specific performance measures applied consistent with varying context zones of particular land uses and other characteristics through the corridor. • Prepare a comprehensive plan document with unified vision of the community to guide the development and improvements of the project area that will stimulate the local economy, enhance the corridor’s natural and man-made environment, and address social inequities. The end product should be a stand-alone document useable as a guide to making future improvements to the Halcyon Road corridor and should be easily integrated into the existing Arroyo Grande General Plan and the San Luis Obispo County General Plan. Proposers should pay thorough attention to the following project expectations: • Maximize involvement of and sensitivity to the concerns of all stakeholders, City officials, staff, residents, property owners, businesses and advocacy groups. This element of the project will require a very high degree of public input and proven excellence in public relations from the prospective consultant and is necessary in order to gain collective support for the completed plan by all stakeholders. Item 9.d. - Page 13 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 4 • Create mapping and documents that clearly explain the plan to the public and in formats that are useful, web-accessible and easily distributed. • The alternatives developed will include street improvements plans, cross sections, design templates, and photos of existing similar installations, and renderings of strategic components/concept zones. • Incorporate relevant information from existing documents prepared for or by the city of Arroyo Grande and the County of San Luis Obispo. • Delivery of the plan within a reasonable budget and timeframe. Procurement Process The City intends to enter into an agreement with a consultant to provide professional services as described above. The City will award a contract to the proposer with the apparent best value after the final agreement has been successfully negotiated. If no final agreement is reached between the City and the proposer with the apparent best value proposal, the City reserves the right to negotiate a contract with the proposer with the second highest score. Available project funding is $150,000 of State Highway Account – Sustainable Communities Funding with a $19,434 local match. The total available budget for this work is $169,434. Item 9.d. - Page 14 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 5 SECTION B - GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (Consultant) shall meet all of the terms, and conditions of the Request for Proposal (RFP). By virtue of its proposal submittal, the Consultant acknowledges agreement with and acceptance of all provisions of the RFP specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided and accompanied by any other required submittals or supplemental materials. Proposal documents must be enclosed in an envelope that shall be sealed and addressed to the Community Development Department, City of Arroyo Grande, 300 East Branch Street, Arroyo Grande, CA, 93420. Each proposal submittal must include one electronic copy of the proposal, submitted in Adobe Acrobat format on CD or flash drive. In order to guard against premature opening, the proposal should be clearly labeled with the request title, request number, name of Consultant, and date and time of proposal opening. No FAX submittals will be accepted. 3. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFP package. 4. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past government disqualifications on the form provided in the RFP package. 5. Proposal Withdrawal and Opening. A Consultant may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Public Works for its withdrawal, in which event the proposal will be returned to the Consultant unopened. No proposal received after the time specified or at any place other than that stated in the "Notice Requesting Proposals" will be considered. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a Consultant submitting a proposal, or who has quoted prices on materials to such Consultant, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other Consultants submitting proposals. 7. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any such oral communication shall not be binding on the City. Item 9.d. - Page 15 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 6 8. Alternative Proposals. When specifically requested, the proposer may submit an alternative proposal (or proposals) that it believes will also meet the City's project objectives but in a different way. In this case, the proposer must provide an analysis of the advantages and disadvantages of each of the alternatives, and discuss under what circumstances the City would prefer one alternative to the other(s). If an alternative proposal is submitted, the maximum length of the proposal may be expanded proportionately by the number of alternatives submitted. CONTRACT AWARD AND EXECUTION 9. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the "Special Terms and Conditions" in Section C for proposal evaluation criteria. 10. Competency and Responsibility of Consultant. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of Consultants. Consultants will provide, in a timely manner, all information that the City deems necessary to make such a decision. 11. Contract Requirement. The Consultant to whom award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in this request. 12. Insurance Requirements. The Consultant shall provide proof of insurance in the form, coverages and amounts specified in this request within ten (10) calendar days after notice of contract award as a precondition to contract execution. 13. Business License & Tax. The Consultant must have a valid City of Arroyo Grande business license and tax certificate before execution of the contract. 14. Failure to Accept Contract. The following will occur if the Consultant to whom the award is made (Consultant) fails to enter into the contract: the award will be annulled and an award may be made to the next highest ranked Consultant. Item 9.d. - Page 16 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 7 SECTION C - PROPOSAL CONTENT AND SELECTION PROCESS PROPOSAL CONTENT 1. Cover Letter Provide a brief summary of the firm’s submission contents, emphasizing qualifications and capabilities of the Consultant and any subconsultants, if appropriate. The summary should indicate an understanding of the services required for performance. The cover letter shall also be signed by the Consultant’s Project Manager and an official authorized to negotiate and contractually bind the firm with the City regarding the requested services. The Project Manager shall be the main contact with the City for technical and contractual issues, and shall be responsible for the direction of day- to-day progress of a specific project assignment. Please provide the telephone number, email, and office location of the Project Manager. 2. Submittal Forms a. Acknowledgement b. References c. Statement of Past Disqualifications - The past performance of all proposers shall be considered in the selection process. Each proposer shall submit a listing of client references on three (3) similar projects completed within the past five (5) years. Include contact information and one paragraph description for each project. 3. Qualifications d. Statement of Qualifications - Each proposer shall include in the management plan a Statement of Qualifications (“SOQ”), a brief document that indicates the experience and qualifications of the firm, the project manager and other critical members of the team. It should describe what talents their team brings to the project, how their knowledge of the subject will provide benefit to the process, how the team has been successful in the past and how that relates to this project. The SOQ should include information on similar projects that have been completed by the firm, project manager and other team members. The SOQ should also include the experience and special qualifications that are applicable to this project and/or are part of the project specific selection criteria. e. Resumes of the individuals who would be assigned to this work. f. Proximity and staffing levels of the nearest company office. g. Statement and explanation of any instances where your firm has been removed from a project or disqualified from proposing on a project h. Standard hourly billing rates for consultant and sub-consultant staff Item 9.d. - Page 17 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 8 4. Work Program i. Description of your approach to working with City staff. j. Services or data anticipated to be provided by the City. k. Management Plan - Proposers must develop and submit a plan demonstrating how they will manage their responsibilities, identify risks, and how risks will be mitigated. If City staff resources are to be utilized to assist in preparation of the Plan, the management plan should specify the anticipated amount of time and level of expertise that will be needed. The proposer shall address quality control, project specific criteria, risks that have been identified by the RFP and additional risks that the team has identified and state how those risks will be mitigated. As part of the management plan, proposers shall include a proposed project schedule and indicate critical dates and other information in sufficient detail for the City to determine if the time frames are reasonable. The management plan should be concise yet contain sufficient information for evaluation by the City. l. Project Schedule – Included as an attached is the anticipated project schedule. This schedule is a preliminary schedule and should be further refined and modified by the proposer in accordance with the proposer’s management plan. m. Preliminary Scope of Work - Each project proposal shall address the following scope of work requirements. Work Tasks and Deliverables - The consultant will provide professional services to accomplish all specific work tasks, plus all additional work tasks, to be proposed by the consultant, leading to the preparation, submittal, approval and adoption of the Halcyon Road Complete Streets Plan. The specific work tasks shown below are the minimum required, and are intended to provide guidance in preparing the proposal. Consultants are encouraged and expected to respond to this RFP with a proposal that includes additional tasks, further defined task details, and a work plan and approach necessary to accomplish each task and do so in accordance with the Project Values and Expectation as stated above. The consultant shall provide all required labor, equipment, tools, and facilities necessary to complete the required work, including but not limited to the following: Task 1.0 Project Initiation: The consultant shall hold an organization and initial meeting with staff from the City, County, Caltrans, and the San Luis Obispo Council of Governments (SLOCOG) to collect available data and published materials, establish schedules, and establish communication channels with various stakeholders and other agencies. Task 2.0 Existing Conditions Evaluation: The consultant shall perform a thorough evaluation of existing conditions and issues, as well as review existing documents prepared for the City of Arroyo Grande and County of San Luis Obispo. These documents would include the most current accident data, traffic volumes including bicycle, pedestrian and truck volumes, parking studies, general plan and associated circulation, land use and housing elements for the Item 9.d. - Page 18 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 9 City and County. The consultant shall also review the SLOCOG Regional Transportation Plan and associated Regional and Federal Transportation Improvement Programs (RTIP/FTIP) and other relevant data documents and sources. The results of the existing conditions evaluation will be summarized in a written report with text, tables, graphics and photographs. In addition, the report will provide a summary of overall and specific findings based upon existing transportation conditions along the study roadway segments identified in the corridor. Constraints, usually related to right of way and associated costs, will be identified and documented. Opportunities to improve circulation through all modes of travel will also be identified and documented. Consultant shall prepare maps showing existing characteristics for preliminary context zones within the corridor. See attached “Preliminary Context Zones” exhibit. These shall indicate existing traffic lane configurations, bicycle and pedestrian facilities, and any transit-related features. Adjacent land uses shall also be indicated. Task 2.0 Consultant Deliverable: Existing Conditions Evaluation Working Paper. Task 3.0 Public Participation Program: The consultant shall coordinate with City staff to create an effective public participation approach that will engage the community with proven approaches for finding consensus among stakeholders, which is essential to policy development as well as to long-term implementation of the Plan. The public participation program should be developed in light of existing planning documents previously developed respectively by the City of Arroyo Grande and the County of San Luis Obispo. In order to supplement the data developed through other means, four publicly-noticed community workshops shall be convened so as to ensure residents, businesses, bicyclists, pedestrians, transit users and other stakeholders have ample opportunity to make their voices heard during the Plan development. The four workshops will focus as follows: • Resident and School Outreach Charrettes • Business Community Charrettes • Bicycle Community Charrettes • Transit and “other” stakeholders. The publicly-noticed workshops/charrettes will consist of traditional presentations followed by a question-and-answer session and opportunity for one-on-one interaction with the project team. Large presentation boards will be on display to allow closer review of key findings and information. Sketching and writing tools will be provided to foster communication and sharing of ideas with the project team. Consultant will also assist with the creation of a “stakeholder advisory group” consisting of representatives from the above communities and agencies to assure participation by key groups at key times in the development of the Plan. It is anticipated that the group will meet monthly during the public outreach phase and continuing to meet as needed to develop recommended improvements. The public participation may include media releases to Item 9.d. - Page 19 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 10 newspapers, radio, television, and on-line/social media sources; media publicity communications, such as developing local interest articles; GIS mapping and high-quality graphics for public presentation. All public meetings will be held in facilities accessible to all residents. The consultant shall be responsible for documenting the agreed to public participation program approach including deliverables that will be the consultant’s responsibility and those deliverables to be provided by the City. The consultant shall also be responsible for preparing a public meeting record following completion of each of the four workshops. Task 3.0 Consultant Deliverable: Public Participation Program Approach Document, Public Meeting Records. Task 4.0 Plan Preparation Task 4.1 Develop Preferred Preliminary Plan and Context Zone Concepts: Based on the Existing Conditions Evaluation and the input received during the charrettes, Consultant will develop a Preferred Preliminary Plan and Segment- specific Concepts with ROW and lane reconfiguration and streetscape design objectives and guidelines. The concept document will include street improvements plans, cross sections, design templates, and photos of existing similar installations, and renderings of strategic components/concept zones. Operational simulations will also be required should road diet or roundabout concepts be developed. Consultant will utilize results of workshop charrettes and stakeholder advisory group meetings to prepare draft recommendations for presentation at public meeting presentation(s) at City Council, City Planning Commission, County Board of Supervisors and SLOCOG Board. Task 4.1 Consultant Deliverable: Preliminary Plan and Context Zone Concepts with visual renderings and operational simulations should road diet or roundabout concepts be developed. Task 4.2 Develop Alternative Plans and Context Zone Concepts: Based on the Existing Conditions Report and the community engagement from the charrettes, the Consultant will prepare Alternative Plans and Segment-specific Concepts that capture suggestions by the community that differ from the Preferred Plan and Segment Concepts. The alternatives will include street improvements plans, cross sections, design templates, and photos of existing similar installations, and renderings of strategic components/concept zones. Consultant will utilize results of workshop charrettes and stakeholder advisory group meetings to prepare alternatives to the Preferred Preliminary Plan for consideration at public meeting presentation(s) at City Council, City Planning Commission, County Board of Supervisors and SLOCOG Board. Task 4.2 Consultant Deliverable: Alternative Plans and Context Zone Concepts with visual renderings and operational simulations should road diet or roundabout concepts be considered and developed. Task 4.3 Draft Plan Document: Consultant will utilize work previously completed in input received from the public outreach program to prepare the Draft Halcyon Road Complete Streets Plan document for public. Five hard Item 9.d. - Page 20 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 11 copies of the Draft Plan and an electronic copy will be submitted to the City for review and distribution. Task 4.3 Consultant Deliverable: Draft Halcyon Road Complete Streets Plan Task 4.4 Final Plan Document: Consultant will consider public review comments and prepare the Final Halcyon Road Complete Streets Plan document. Five hard copies of the Final Plan and an electronic copy will be submitted to the City. Task 4.4 Consultant Deliverable: Final Halcyon Road Complete Streets Plan n. Cost of Services - The Consultant shall provide within their proposal task effort worksheets showing the person hours required for completing each task and sub-task of the scope of work. The task effort worksheets shall include person hours broken down by task, specific employee, and position classification and give the total number of person hours required to complete the entire work scope. The task effort worksheets shall also be required for all proposed subconsultants in the required format. The Consultant shall also provide a cost proposal in a separate sealed envelope (clearly identified) with their proposal that includes the hourly rate per identified employee, the sub-total cost for each sub-task and task, and the total cost required to complete the entire work scope. The same cost information shall also be required for all proposed subconsultants. 5. Proposal Length and Copies o. Proposals should be the minimum length to provide the required information. Charts and other short form approaches to conveying information are encouraged. p. 3 copies of the proposal must be submitted. q. 1 Adobe Acrobat PDF electronic copy. PROPOSAL EVALUATION AND CONSULTANT SELECTION Proposals will be evaluated by a review committee and contract award process as follows: 6. Written Proposal Review/Finalist Candidate Selection The following criteria will be used in ranking each of the proposers. The proposer that is ranked the highest will represent the best value for the City. The criteria are not listed in any particular order. The City will consider all criteria in performing a comprehensive evaluation of each proposal. Weights have been assigned to each criterion in the form of points. Total Possible: 100 Points A. Past Performance Rating (10 Points). Each proposer will be given a past performance rating. The rating will be based on the performance of the proposer in completion of the three previous projects as submitted with the proposal. Item 9.d. - Page 21 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 12 B. Project Proposal (45 Points). The merits of each proposal will be evaluated by the City in relation to the following: 1. Apparent understanding of the Project Description – How well has the proposer demonstrated a thorough understanding of the issues and concerns embodied in the Project Description? 2. Comprehensiveness of the response to the RFP – Has the proposal properly addressed each of the requirements and suggestions identified within the RFP, and paid adequate attention to each element? 3. Creativity and Professionalism – Has the proposer demonstrated both creativity and a professional approach to addressing the issues and needs identified in the RFP? Are the proposals realistic and attainable? C. Strength of Team and Management (25 Points). Based on the proposals, the interview, and management plan, the City shall evaluate the expertise and experience of the proposer and the project lead as it relates to the project in size, complexity, quality, duration, etc. Consideration will also be given to the strength brought to the proposal by critical consultants including how they were selected and the success the proposer has had in the past with similar projects. D. Schedule (10 Points). The proposer’s schedule will be evaluated as to how well it meets the objectives of the project. The proposer shall identify in the project schedule all major work items with start and stop dates that are realistic and critical. The completion dates shown on the schedule will be used in the contract. A Critical Path or similar schedule approach is preferred. E. Local Knowledge (10 Points). The proposer’s knowledge of the local and regional plans for the area and their past involvement with jurisdictions in the area will be evaluated as to how well issues of the area are known. Proposals will be reviewed by a selection committee and ranked in accordance with the above criteria. The City shall make the final consultant selection based on the above criteria. Where one or more proposals are rated consistently higher than others, the consultants may be selected as the top ranked consultants for purposes of contract negotiation. The Final Scope of Work and Fee shall be negotiated and executed with the selected consultant prior to the start of work. Should the City and selected consultant be unable to come to a negotiated agreement, the contract may be negotiated and awarded to the second highest scoring consultant. 7. Proposal Review and Award Schedule The following is an outline of the anticipated schedule for proposal review and contract award: Issue RFP ..................................... January 8, 2016 Receive proposals .................... February 12, 2016 Consultant interviews ................ February 26, 2016 Consultant Selection ........................ March 4, 2016 Award contract ............................... March 22, 2016 Item 9.d. - Page 22 City of Arroyo Grande RFP for Halcyon Road Complete Streets Plan CIP Project Number 5606 Page 13 8. Form of Agreement At the conclusion of negotiations, the selected consultant will be required to enter into a Consultant Services Agreement with the City. 9. Licensure The selected consultant shall comply with and require its subconsultants to comply with the license laws of the State of California Item 9.d. - Page 23 EXHIBIT B - CONSULTANT’S PROPOSAL Item 9.d. - Page 24 4. W o r k P r o g r a m 4. Work Program Item 9.d. - Page 25 4. Work Program (I. Approach) 55 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 Project Understanding Halcyon Road serves as a critical transportation cor- ridor for both the City of Arroyo Grande and the un- incorporated area of San Luis Obispo County south and west of the City. The corridor serves local resi- dents of Arroyo Grande while providing a direct re- gional connection between two major highways; U.S. Route 101 and State Route 1. Over the course of several decades, Halcyon Road has evolved largely in reaction to adjacent land uses. Halcyon Road is expected to perform several differ- ent transportation roles. It traverses a tapestry of land uses and thereby provides direct access to vital community resources like the Arroyo Grande Com- munity Hospital and Harloe Elementary School. Hal- cyon Road also provides direct access to a number of commercial and industrial businesses and neighborhoods along the route. In addition, the road is used to transport a vast array of agricultural prod- ucts and farm workers. Today’s average daily traffic volume of 17,300 vehicles is a rich mixture of local, regional and interregional users. Halcyon Road today has an inconsistent assortment of travel lanes, shoulders and on-street parking. The road has no dedicated bike lanes and cyclists gen- erally compete with motorists for the traffic lanes and limited shoulders. Pedestrian mobility in the cor- ridor is significantly compromised due to an incom- plete sidewalk system and to long stretches of the roadway not having controlled intersections for pe- destrian crossing of the road. Crossing of the road is particularly difficult for pedestrians in the five-lane section of Halcyon road between Dodson Way and Farroll Avenue. Residents in adjacent neighbor- hoods have expressed frustration with the speed of through traffic on Halcyon Road as well. There is a need to systematically identify the spe- cific deficiencies in the Halcyon Road corridor. These deficiencies often present barriers to Hal- cyon Road becoming a “Complete Streets” with acceptable access and connectivity for all users and all travel modes in the corridor. In addition to identifying these deficiencies, it is important to es- tablish performance measures that will help the City and County stakeholders prioritize how the corridor’s shortcomings will be addressed. The Halcyon Road Complete Streets Plan will bring particular focus to the section of the corridor that serves as the interface between the City and the County. Omni-Means feels it is very important that as users pass through this urban/rural transition zone, regardless of which direction, they will re- ceive the visual cues that they are entering a spe- cial section of the corridor. We understand that the Complete Streets Plan must demonstrate sensitiv- ity for the economic vitality and livability of the ur- ban segments of the corridor, while retaining and enhancing the rural setting of the old Halcyon town site and improving the utility for the farmers ac- cessing the adjacent fields. Item 9.d. - Page 26 4. Work Program (I. Approach) 56 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 As the Halcyon Road deficiencies and opportuni- ties are identified in a collaborative way, it will be important to keep in mind that Halcyon Road has special interface with the rest of the transportation network in the City and South County. It is a very dynamic situation today and changes are coming to Brisco Road, Grand Avenue, Fair Oaks Avenue, Branch Street and other important City streets. Omni-Means has a very extensive working knowl- edge of the local and regional transportation net- work and will be able to integrate this knowledge in a way that contributes greatly to a Halcyon Road Complete Streets Plan. We are incrementally gain- ing knowledge of the entire Arroyo Grande trans- portation network as we are currently updating the City’s Circulation Element. Additionally, in 2014 Omni-Means completed a South Halcyon Road Cor- ridor Study that evaluated the current and future traf- fic conditions between Fair Oaks Avenue and the “The Pike.” The study looked at intersection op- erations and a “Complete Streets” assessment of mobility, access, visibility and safety for bicyclists and pedestrians. It is worth noting also that Omni-Means is currently involved with the City in the study of the Brisco Road/U.S. Route 101 junction. Omni-Means is gathering traffic data and performing analysis re- lated to the trial closure of the northbound Brisco Road/U.S. Route 101 ramps. Omni-Means has also worked closely with County staff on a double roundabout concept at the westerly end of the Hal- cyon Road corridor at the Halcyon Road/SR 1 junc- tion, including preparing a simulation of operations with the dual roundabout configuration. These past and ongoing studies will be key building blocks for the comprehensive Halcyon Road Com- plete Streets Study. The resulting Complete Streets “blueprint” will ultimately improve safety, mobility and accessibility for all users of the entire corridor. Opportunities for Stormwater Quality Integration with Landscaping This project presents an opportunity to develop storm water management guidelines to promote “green” streets as well. Omni-Means is well-staffed and experienced in the latest in “green street” tech- nologies which strategically intercept, filter and infil- trate storm water from street runoff through a series of landscaped curb extensions, swales, planter strips, bio-filtration planters, and street trees. Item 9.d. - Page 27 4. Work Program (I. Approach) 57 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 Omni-Means is confident that, with City staff and public input, we can incorporate innovative strate- gies and tools within the Halcyon Road guidelines such that future implementation projects promote corridor aesthetics while improving water quality. Project Approach The basic Omni-Means approach to producing a Complete Streets Plan is to: Bring together the strongest possible delivery team Work in strong partnership with City staff and effectively engage County, SLOCOG, and Caltrans staff Perform outstanding technical analysis and sound engineering Implement and follow-through on creative and inclusive public engagement Insure all deliverables are of highest quality and have undergone rigorous QA/QC The Strongest Possible Delivery Team Omni-Means is very proud of the Team that will come together to deliver the Halcyon Road Com- plete Streets Plan. The Team is made up of a strong complement of planners, traffic engineers, design engineers and landscape architects; all with recent experience working on City of Arroyo Grande and San Luis Obispo County projects. The Team has extensive working knowledge of the City, the South County, and SLOCOG traffic models. We are also very familiar with the existing City and County gen- eral plans and circulation studies. We routinely work with local and regional data bases that reflect acci- dent data and traffic volumes for all modes. We will use all of this information to establish the existing conditions in the Halcyon Road corridor and bring clarity to the “preliminary context zones” identified in the RFQ. Omni-Means is very happy to join forces with Alta Planning + De- sign, Strategic Initiatives and SWCA Environmental Consult- ants to ensure an accurate ac- counting of corridor resources and that the key community stake- holders are engaged from the ear- liest stages of the study right through the Final Plan Document. The Alta and Strategic team mem- bers have a proven track record of creative, dy- namic public engagement that will ensure that the public is actively involved with defining the corridor problems and in defining the projects that move forward to “complete” the Halcyon Road corridor. SWCA will ensure that sensitive resources are identified and taken into consideration as corridor improvement concepts move forward. A Strong Partnership with Staff At Omni-Means we take pride in our ability to work seamlessly with public agency staff. As partnership relates to the City of Arroyo Grande, we often see ourselves as an extension of City staff. We are cur- rently engaged in numerous planning and project development efforts within the City. We have a wide working knowledge of City policies and re- sources and try to ensure that any study or project which we work on is totally consistent with the City’s policies and community vision. The Omni-Means principal-in-charge, project man- ager and other key team members are based in our San Luis Obispo office. This proximity to the project and our client help ensure strong and close com- munication. When a question arises as to a corridor feature or potential issues, we can be on-site within 15 minutes. If the project calls for an impromptu meeting with City, County, or Caltrans staff, we are available on short notice and only minutes away. We know that a Complete Streets vision for Hal- cyon Road can only be realized with a comprehen- sive plan that considers and accounts for project issues and features from U.S. Route 101 to State In association with Item 9.d. - Page 28 4. Work Program (I. Approach) 58 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 Based on our local knowledge of the City and County transportation network, we see four distinct segments (concept zones) along Halcyon Road: From U.S. Route 101 to Grand Avenue - Cemetery and Commercial/Residential; cur- rently two lanes with 11,000 ADT. From Grand Avenue to Fair Oaks Avenue - Residential and Hospital; currently four lanes with 17,000 ADT. From Fair Oaks Avenue to The Pike - Resi- dential and School; currently two- and three- lane sections with 11,400 ADT. From The Pike to State Route 1 - Residential and agricultural; currently two lanes with 8,900 ADT. As per the RFP direction, Omni-Means will produce design concepts for each concept zone. Concepts will be clearly shown with engineered cross- sections and engineering layouts. These engineer- ing plans will be supplemented with photos of exist- ing similar projects and renderings of strategic com- ponents that may be considered for the individual context zones. The alternative components will be shaped per community input and the community will have opportunity to evaluate the alternative con- cepts prior to any preferred plan moving forward. As roundabout experts, Omni-Means will produce roundabout concepts and perform the necessary analysis to determine the viability of roundabouts at particular intersections. Operational simulations will be produced as needed to analyze roundabout functionality and road diet feasibility. SWCA will provide an inventory of existing environ- mental resources in the project area and a descrip- tion of potential environmental issues that could be Route 1. We are ready to do the necessary coordi- nation with the corridor partners; public and private. Outstanding Technical Analysis The Omni-Means Team will do an outstanding job of clearly characterizing the existing conditions of the Halcyon Road corridor. In a format rich in high- quality graphics, we will clearly show the deficien- cies that may exist today in the corridor. We will clearly show what land uses are in place today and how appropriate access is provided for. Special attention will be paid to where the corridor is lack- ing appropriate bike and pedestrian facilities. All technical reports and accompanying graphics will be presented in a way that a broad range of stake- holders (homeowners, business owners, parents, bicyclists, pedestrians, motorists) will all be able to grasp and speak to what they see as corridor defi- ciencies. We understand that land use and volumes of traffic may affect Complete Streets solutions. We have prepared a Citywide Travel Demand Model for the City and know forecast travel. As needed, Omni- Means will analyze the performance and traffic op- erations of the traffic lanes and intersection turning movements. As the traffic studies dictate and com- munity opinions delineate, Omni-Means is pre- pared to do the necessary analysis to support “road diets” for particular four-lane segments, conceptual streetscapes to calm traffic, improve pedestrian and bicyclist safety, and enhance the visual experi- ence in the corridor for all users. Planning-level right of way will be delineated to show both prop- erty constraints and cost-effective opportunities for transportation enhancements. Item 9.d. - Page 29 4. Work Program (I. Approach) 59 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 Grand Avenue to Fair Oaks Avenue - Residential and Hospital; currently four lanes with 17,000 ADT. Fair Oaks Avenue to The Pike - Residential and School; currently two-and three-lane sections with 11,400 ADT. The Pike to State Route 1 - Residential and agricultural; currently two lanes with 8,900 ADT. U.S. Route 101 to Grand Avenue - Cemetery and Commercial/Residential; currently two lanes with 11,000 ADT. Item 9.d. - Page 30 4. Work Program (I. Approach) 60 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 affected by project development. Based on these evaluations, opportunities to improve circulation through all modes of travel will be identified and documented. Creative and Inclusive Public Engagement Omni-Means has always felt that it is hard to gain consensus on the transportation solution if you don’t first have consensus on what the problem is. To that end, the Omni-Means Team is motivated to effectively engage the community and a broad range of stakeholders in identifying the existing problems with the Halcyon Road corridor and sys- tematically reach consensus on how to address those problems. The Public Participation Plan will be well-thought out and well-executed. The Team knows that the City of Arroyo Grande staff already does a great job of engaging the com- munity and the current planning documents that guide the City’s development are the result of a vi- brant outreach program. The Team will take full ad- vantage of guiding principles already established by the City and the County through their outreach efforts and continue to reach out to particular advo- cacy groups through established channels. The Team will insure that the “stakeholder advisory group” is engaged early and consistently and that the group guides the preparation for and the con- tent of the community charrettes. Alta will lead the public engagement effort. Alta’s proposed outreach will be inclusive, interactive, and productive. Alta’s professionals are experts at listening to the public, conveying technical issues in a clear manner, and explaining trade-offs. Through their straightforward communication style, ability to engage citizens, and use of the latest technology, they are able to produce outreach strategies and successful designs and plans that effectively meet the needs of the community. Alta staff will provide translation/interpretation services at outreach events as well as translate written materials into Spanish to provide complete communication with corridor stakeholders. A stakeholder database will be updated and maintained throughout the life of the project. We can assure both the City and the County that the Team will bring innovation to the entire public engagement effort. Mr. Chuck Anders (Strategic Initiatives), who will assist Alta, has conducted over 150 community planning meetings, including more than 50 transportation workshops, utilizing group interaction technologies. As an Arroyo Grande resident, Chuck looks forward to assisting Alta in an inclusive and innovative outreach effort. Highest Quality Deliverables The Omni-Means Team knows that tangible deliv- ery products are the building blocks for a success- ful Halcyon Road Complete Streets Plan and ulti- mately for an improved transportation corridor that will serve the community for generations to come. The entire Team is excited about delivering the fol- lowing high-value products: The Existing Conditions Evaluation Working Paper The Public Participation Program Approach Document and Public Meeting Records The Preliminary Plan and Context Zone Concepts Item 9.d. - Page 31 4. Work Program (I. Approach) 61 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 The Draft Halcyon Road Complete Streets Plan Document The Final Halcyon Road Complete Streets Plan Document The City of Arroyo Grande and the County of San Luis Obispo can be confident that the Omni-Means Team is professionally-staffed and highly-motivated to deliver the highest quality products listed above. We will perform all the technical engineering analy- sis needed to assure that all the products exceed your expectations for quality and thoroughness. All of the deliverables listed above, and the products developed in support of them, will clearly define the transportation problems and present transportation solutions in ways that are useful and easily under- stood. We will insure that every product goes through an effective Quality Assurance/Quality Control (QA/ QC) effort. The Omni-Means Team believes that QA/QC isn’t just something done prior to a formal submittal, but an effort that is consistent throughout the course of developing the Complete Streets Plan. When we do receive feedback from our client, the City and the County can be assured that changes will be made in timely and quality fashion resulting in a final comprehensive plan that will reflect a uni- fied community vision and lead to systematic posi- tive changes to the Halcyon Road corridor. 4. Work Program (J. City Services) Services and Data Provided by the City It is anticipated that the City will provide available data in its possession in- cluding GIS shape files, maps, as-builts plans, signal timing sheets, traffic data and/or reports, etc. to supplement the information which will be obtained by Omni-Means as described in the proposed Scope of Services. City staff's presence at project meetings, public outreach charrettes, and other stakeholder meetings is also assumed. It is further assumed that the City will prepare Staff Reports for City Council, Planning Commission, and other advisory body meetings. Omni-Means will prepare presentation materi- als for the meetings as described in the proposed Scope of Services and will be available to assist with the preparation of the Staff Reports if needed. Item 9.d. - Page 32 4. Work Program (K. Management Plan) 62 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 Management Plan Omni-Means is aware that scope, schedule, cost and quality deliverables are key elements of a pro- ject, each requiring focused attention for success. Our approach is to provide complete “turn-key” ser- vices to you. This effort by our staff, on your behalf, will include, but is not limited to the following items. Risk Management Plan Project Scope The limits of the Halcyon Road corridor are clearly defined; from U.S. Route 101 to State Route 1. The identification of corridor deficiencies will be fairly straight forward based on reconnaissance of the corridor and review of as-built plans and other ar- chival documents. What is somewhat unpredictable is the range of issues that a broad range of stake- holders might bring forward in the course of public outreach. Mitigation: As early as possible in the public outreach effort, provide the stakeholders with high-quality, comprehensive mapping and other visual aids to accurately portray the existing conditions in the corridor. Listen carefully to early feedback from the Stakeholder Advisory Group, coordinating agencies and other stake- holders. Project Expectations As project stakeholders come forward with their ideas on corridor deficiencies and ideas for im- provements, they may hold the position that their ideas are best and should be quickly implemented. There may also be frustration expressed that the Complete Streets Plan is just another “study” that won’t result in real improvement projects. Mitigation: Clearly define the project scope and stress that potential solutions will be, as much as possible, weighed against performance measures that have been developed in an open and collaborative manner. Funding limitations, as well as opportunities, should be discussed at the earliest public outreach sessions. Conflicting Priorities Halcyon Road traverses a corridor of variable land uses. Businesses that reside along the street will have a focus on retaining or enhancing access from Halcyon Road and on-street parking. People that use the corridor as a “through route” may want to see their travel unimpeded as much as possible. Neighborhood residences along the corridor may have a focus on “calming” the speed of through traf- fic. Bicyclists and pedestrians may see corridor fea- tures dedicated to them (bike lanes, sidewalks) as the priorities. Mitigation: Ensure that the public engagement effort is comprehensive and inclusive. Ensure that communication is strong at all times and that feedback is documented so that no single stakeholder feels that their concerns were not acknowledged and addressed. Interagency Coordination The Complete Streets Study, at a minimum, will in- volve four public agencies at some level. The City of Arroyo Grande and the County of San Luis Obispo share the corridor and Caltrans has jurisdiction over the two highways that the Halcyon Road corridor connects. There may be conflicting priorities from their perspective. The San Luis Obispo Council of Governments (SLOCOG), as the regional planning agency and potential funding partner, will be en- gaged throughout the study. Mitigation: Establish “point person” for each public agency to ensure communication starts early and is continuous. Ensure that the public agencies have the opportunity to express their ideas on corridor problems and potential project solutions. Project Management The elements to our approach will further enhance your understanding of our commitment. We provide project management services including: project schedules, monthly status reports, project records, meeting coordination/minutes, communication/ liaison with city staff, communication with the busi- ness and/or residential community, and preparation and dissemination of project newsletters (as appro- priate). Quality Deliverables - QA/QC QA/QC is not a discreet task, it’s a process. It be- gins with the way we organize a project and docu- ment its progress. QA/QC is reinforced throughout project development by the company culture, that if “it’s not documented, it didn’t happen”, and is strengthened through the use of internal peer re- views. Quality is obtained using our in-house stan- Item 9.d. - Page 33 4. Work Program (K. Management Plan) 63 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 the project manager. All correspondence identifies the project name and is kept electronically and as a hard copy. Knowing Your Stakeholders The Omni-Means planners and engineers that will work on your project understand the special place that is Arroyo Grande. We understand that stake- holders in your community have high expectations of City staff and by extension, the City’s consulting team. Arroyo Grande stakeholders expect a trans- portation network that will meet all safety and opera- tional needs while respecting the natural and man- made environment. We will work hard to foster and perpetuate the respectful relationship that exists to- day between City staff and the community. Anticipating the Next Issue Our team will bring a sense of urgency and the know -how to facilitate complex issues. We will never let problems or issues get ahead of our management/ responses. We will coordinate with your team before there is an issue. Building a Stronger City/Caltrans Relationship As an extension of the City, we are committed to turbulence-free delivery of your project. We recog- nize that the City’s transportation network is func- tionally connected to both the County’s transporta- tion network and the Caltrans State Highway Sys- tem. We know that the users of the South Halcyon Road corridor do not often recognize when they have left the City system and are on the County road or State highway. We have a proven record of working effectively within and adjacent to the State Highway System. We are well versed and well ex- perienced in the Caltrans Intersection Control Evaluation (ICE) process and are confident in our ability to deliver effective studies and projects on the State system or off. Caltrans Planning/Local Assistance/FHWA Experts We are experts at compliance with the Caltrans Lo- cal Assistance and FHWA requirements. We are on a first-name basis with the Caltrans District 5 Plan- ning and Local Assistance staff and will do every- thing possible to help the City receive timely and full reimbursements. We even provide invoicing ser- vices for several small agencies and intimately know the changing Caltrans expectations for consultant management and invoicing. Our familiarity with the Caltrans process saves time and we look forward to dards and procedures providing routine and consis- tent checks of data to ensure integrity, correctness and completeness. Calculations supporting the en- gineering are included in files and reviewed. This process includes the checklists for milestone sub- mittals adapted from Caltrans Local Projects QA/ QC Guidelines. These documents are provided to the Project Manager and QA/QC Manager who are responsible for verifying that the reviews were con- ducted and comments were addressed prior to mile- stone documents being submitted to the reviewing agencies. Omni-filer - Document Management Program Using our in-house developed Omni-filer document management program, we create a complete elec- tronic file of documents. Omni-filer is our web-based system that combines file organization, project man- agement procedures and corporate memory. Omni- filer is accessible to any computer with internet ac- cess. Our staff can access any file, anytime on the network, literally anywhere in the world no matter which office’s server houses each file. We are able to efficiently maintain and organize documents us- ing the same standards and design procedure re- quirements for all projects independent of their size. Our clients can also have this access to project files as well using our Client Access Gateway. Clients are provided real-time, web access to important documents. Best of all, retrieval of large files is ef- fortless. Project Correspondence During the life of a project, communication is the key to success. Management re- quires a tremendous amount of information to be gathered, monitored, com- piled and reported. Each document passes through Item 9.d. - Page 34 4. Work Program (K. Management Plan) 64 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 propose to use on your project will be the team that delivers your project. How do we do this? We schedule on a week-by-week basis using Microsoft Excel. Every Monday morning, all Omni-Means managers meet to discuss the entire company's current and upcoming projects and milestones and personnel needs. Staff is scheduled accordingly and personnel time is shifted to best meet the cli- ent's needs so there is no slippage on your project schedules. Project Scheduling A schedule for this project has been developed in Microsoft Project and is presented on the following page. From the kick-off date, milestones are tar- geted for each project task including QA/QC of pro- ject deliverables. As the project advances, it is watched closely so that the items are completed within the stated time. the advantage this brings to your projects. Project Costs We understand that controlling costs and adhering to project budgets is a top concern for clients, and we keep those goals front and center at all stages of project development. We begin with a detailed scope of work and schedule identifying necessary resources including staff hours and reimbursables, and use this information to set the initial budget. As the project progresses, we stay on track through our proactive approach to scheduling and detailed project progress reports. This budget-conscious ap- proach carries through to our design philosophy and alternatives analysis. We will seek improve- ments and investigate alternatives that not only solve issues, but that can be implemented in a cost effective manner. Budget Management If one is not paying adequate attention, it is easy to overspend the project allocation. We start each pro- ject with the understanding of expenditure expecta- tions. As projects progress, we keep our Budget Tracking spreadsheet up-to-date. The spreadsheet will track ongoing quantity over- and under-runs, potential changes, approved change orders, etc. Sticking to Our Fee We take great pride in doing everything we can to stay within budget and will work with your team to provide cost-effective services. Personnel Scheduling We also make your projects successful because we take staff scheduling seriously. We schedule per- sonnel to give you our assurance that the team we Item 9.d. - Page 35 4. Work Program (L. Project Schedule) 65 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 Item 9.d. - Page 36 4. Work Program (M. Preliminary Scope of Work) 66 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 Omni-Means and our Team will provide profes- sional services to accomplish all specific work tasks as identified in the RFP and restated in the follow- ing Scope of Work (Scope), plus all additional work tasks as provided in the following Scope leading to the preparation, submittal, approval, and adoption of the Halcyon Road Complete Streets Plan. We understand that the specific work tasks pro- vided in the RFP are the minimum required, and are intended to provide guidance in preparing the proposal. We have formatted our proposed Scope to follow, and expand on, the City’s suggested work plan and deliverables. The City’s suggested work plan is reproduced below and shown in italic/ underlined text. Our proposed changes, additions and clarifications are provided following the sug- gested work plan. Task 1.0 Project Initiation The consultant shall hold an organization and initial meeting with staff from the City, County, Caltrans, and the San Luis Obispo Council of Governments (SLOCOG) to collect available data and published materials, establish schedules, and establish com- munication channels with various stakeholders and other agencies. 1.1 Project Management and Coordination Omni-Means will serve as the primary point of con- tact and overall Project Manager for all tasks in- cluded in the Scope of Work. We and our team will work closely with City staff throughout the course of this study. Omni-Means’ project management responsibilities specific to Task 1.0 include: On-going telephone and email communications with City project Manager (PM); Prepare master project schedule; Project coordination with subconsultants; Quality assurance and quality control on Task 1.0 project deliverables; and, Monthly progress reports to accompany invoices. 1.1 Deliverables: Provide project management, coordination, documentation, and QA/QC. 1.2 Project Initiation Meeting Omni-Means will coordinate the project initiation meeting with the City PM, contact the project invit- ees including, but not limited to staff from the City, County, Caltrans and SLOCOG (Project Develop- ment Team or PDT). Alta Planning + Design (Alta - subconsultant) will also attend the project initiation meeting. We will provide in advance meeting mate- rials including a meeting agenda, preliminary list of requested project information (also reference Sub- task 2.3), and copies of the project scope of work and schedule. In addition to identifying/confirming available project information and reviewing the pro- ject scope of work and schedule, another purpose of this meeting will be to identify various stake- holders and other agencies who should be involved with development of the plan. At the conclusion of this meeting, Omni-Means will prepare and provide a meeting record stating the decisions and conclu- sions reached during this meeting. 1.2 Deliverables: Initial meeting coordination, meeting materials and meeting record. Task 2.0 Existing Conditions Evaluation The consultant shall perform a thorough evaluation of existing conditions and issues, as well as review existing documents prepared for the City of Arroyo Grande and County of San Luis Obispo. These documents would include the most current accident data, traffic volumes including bicycle, pedestrian and truck volumes, parking studies, general plan and associated circulation, land use and housing elements for the City and County. The consultant shall also review the SLOCOG Regional Trans- portation Plan and associated Regional and Fed- eral Transportation Improvement Programs (RTIP/ FTIP) and other relevant data documents and sources. The results of the existing conditions evaluation will be summarized in a written report with text, tables, graphics and photographs. In addi- tion, the report will provide a summary of overall and specific findings based upon existing transpor- tation conditions along the study roadway segments identified in the corridor. Constraints, usually re- lated to right of way and associated costs, will be identified and documented. Opportunities to im- prove circulation through all modes of travel will also be identified and documented. Consultant shall prepare maps showing existing characteristics for preliminary context zones within the corridor. See Item 9.d. - Page 37 4. Work Program (M. Preliminary Scope of Work) 67 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 attached “Preliminary Context Zones” exhibit. These shall indicate existing traffic lane configura- tions, bicycle and pedestrian facilities, and any transit-related features. Adjacent land uses shall also be indicated. Task 2.0 Consultant Deliverable: Existing Conditions Evaluation Working Paper. The Halcyon Road study corridor extends from the junction with U.S. Route 101 at El Camino Real south for approximately 1¾-miles to the junction with State Route (SR) 1. Four (4) preliminary Con- text Zones have been identified within this corridor reflecting the urban or rural character of the adja- cent land-uses. These preliminary Context Zones include: Context Zone 1 (Urban) - Junction U.S. Route 101/El Camino Real south to E. Grand Avenue; Context Zone 2 (Urban Transition) - E. Grand Avenue south to Fair Oaks Avenue; Context Zone 3 (Neighborhood) - Fair Oaks Avenue south to The Pike; and Context Zone 4 (Rural) - The Pike south to the junction with SR 1. The following tasks represent the work required to gather data and information relevant to the corridor as a whole and/or specific to each Context Zones; evaluate the existing transportation system (vehicle, transit, pedestrian and bicycle); and iden- tify the current social and environmental setting (type and characteristics of adjacent land-uses and the presence of environmental resources). 2.1 Task Management and Coordination Omni-Means’ project management responsibilities specific to Task 2.0 include: On-going telephone and email communications with City PM; Maintain and update (as needed) master pro- ject schedule; Project coordination with subconsultants; Quality assurance and quality control on Task 2.0 project deliverables; and, Monthly progress reports to accompany in- voices. 2.1 Deliverables: Provide project management, coordination, documentation and QA/QC. 2.2 Task Project Meetings Omni-Means will coordinate and attend one (1) PDT meeting following submittal of the Draft Exist- ing Conditions Evaluation Working Paper (Subtask 2.6). The purpose of this meeting will be to provide an overview of the findings and conclusions pro- vided in the working paper and to address initial questions and to obtain initial comments. At the conclusion of this meeting, Omni-Means will pre- pare and provide a meeting record stating the deci- sions and conclusions reached during this meeting. 2.2 Deliverables: Project meeting coordination, meeting materials and meeting record. 2.3 Background Research/Data Collection Omni-Means is very familiar with recent planning efforts in the project area and with the City's com- prehensive transportation system. Supported by Alta and SWCA (subconsultant), we will also lever- age our collective experience to develop an exten- sive existing conditions baseline. We will research and identify available project related data and infor- mation including, but not limited to: Green Streets (various sources) Complete Streets Implementation Action Plan 2.0 Main Street, California - A Guide to Improving Community and Transportation Vitality Access Management - Access Management Manual (TRB, 2014) Road Diets (various sources) City of Arroyo Grande (City) and County of San Luis Obispo (County) General Plans and asso- ciated circulation, land use and housing ele- ments; New, recent and historical traffic count data (also reference Subtask 2.3.1); Recent collision data (up to 5-years); Recent and historical study area planning and operational studies; SLOCOG’s Regional Transportation Plan and associated Regional and Federal Transporta- tion Improvement Program (RTIP/FTIP); US Census data and the most recent American Community Survey; Short and long range transit plans (SRTP/ LRTP) and transit audits; Countywide Bicycle Plan and City Bicycle and Pedestrian Study. Item 9.d. - Page 38 4. Work Program (M. Preliminary Scope of Work) 68 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 GIS data and aerial photos; City and County design and improvement stan- dards; As-built improvement plans along Halcyon Road; Pavement management system (PMS) plan; Wastewater, water and drainage master plans; City of Arroyo Grande Traffic Model and SLO- COG’s Travel Demand Model; Other relevant data documents and sources. Based on this research, a list of the available docu- ments and other data sources will be prepared and provided for review by the PDT during the Project Initiation Meeting (Subtask 1.2). The list will include those documents and other data sources that are readily available through various agency websites and those which will need to be provided either in hardcopy or electronically. 2.3 Deliverables: List of available and requested project data and information. 2.3.1 Multimodal Transportation Data Collection Omni-Means has conducted a preliminary research of available recent and historic multimodal transpor- tation (vehicles, pedestrian and bicycle) data along the Halcyon Road project corridor. This initial re- search identified available peak hour intersection data at various locations along Halcyon Road which is summarized in the following table. We propose to utilized the available intersection data noted in the table and supplement with new weekday AM and PM peak hour intersection data as follows. 1. Halcyon Road/El Camino Real - Pedestrian and Bicycle Counts Only 2. Halcyon Road/Bennett Avenue - Pedestrian and Bicycle Counts Only 3. Halcyon Road/E. Grand Avenue - Pedestrian and Bicycle Counts Only 4. Halcyon Road/Dodson Way - Vehicle, Pedestrian and Bicycle Counts 5. Halcyon Road/Sycamore Drive - Vehicle, Pedestrian and Bicycle Counts 6. Halcyon Road/La Due Street - Vehicle, Pedestrian and Bicycle Counts 7. Halcyon Road/SR 1 - Vehicle, Pedestrian and Bicycle Counts 8. SR 1/Halcyon Road (South Leg) - Vehicle, Pedestrian and Bicycle Counts This initial research also identified daily roadway segment traffic counts available on Halcyon Road south of El Camino Real (September 2015) and south of E. Grand Avenue (May 2012). We propose to utilized the available daily roadway segment traf- fic counts noted above and supplement with new daily traffic counts at the following Halcyon Road locations: Weekday AM and PM Peak Hour Intersection Multimodal Transportation Data Available  Yes/No Halcyon Road Intersection with Vehicle Pedestrian Bicycle Date Counted El Camino Real Yes No No June 2015 Bennett Avenue Yes No No July 2013 E. Grand Avenue Yes No No June 2015 Fair Oaks Avenue Yes Yes Yes Sept 2014 & June 2015 Farroll Avenue Yes Yes Yes Sept 2014 & June 2015 The Pike Yes Yes Yes Sept 2014 & June 2015 Item 9.d. - Page 39 4. Work Program (M. Preliminary Scope of Work) 69 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 1. Between Bennett Avenue and E. Grand Avenue 2. Between E. Grand Avenue and Dodson Way 3. Between Dodson Way and Fair Oaks Avenue 4. Between Fair Oaks Avenue and Farroll Avenue 5. Between Farroll Avenue and Sycamore Drive 6. Between The Pike and La Due Street 7. Between La Due Street and SR 1 New supplemental transportation system data will be collected by Metro Traffic Data (MTD - vendor). 2.3.1 Deliverables: New multimodal transportation data. 2.4 Project Base Maps Omni-Means will develop project base maps along Halcyon Road within the project limits showing the known topography and land features that may affect the alternatives and schematic alignments. The base map shall also include but not be limited to: street names, parcel lines, APN’s, and other labels necessary to convey information for preparation of exhibits. The mapping will be developed from read- ily available aerial imaging, topographic information (such as provided by InterMap), GIS mapping and data, and other existing sources. Field surveys are assumed not to be required nor are included with this task. 2.4 Deliverables: Project base maps. 2.5 Existing Conditions Evaluation Omni-Means and Alta will review all relevant data and information collected in Task 2.3 and provide a thorough evaluation of existing transportation (vehicle, transit, pedestrian and bicycle) operating conditions and issues within each of the four (4) pre- liminary Context Zones located within the Halcyon Road study corridor. Other constraints such as utili- ties and right of way will be identified and docu- mented. SWCA will provide an inventory of existing environmental resources in the project area and a description of potential environmental issues that could be affected by project development. Based on these evaluations, opportunities to improve circula- tion through all modes of travel will be identified and documented. For each of the Context Zones, exhibits also will be prepared using the base maps (Subtask 2.4) show- ing in plan-view the existing features along Halcyon Road. Features that will be shown include existing lane configurations, bicycle and pedestrian facili- ties, transit-related features, roadway right of way, adjacent land-uses including parcel data and boundaries, and existing environmental resources. In addition, up to four (4) existing conditions typical cross sections per Context Zone will be developed. 2.5 Deliverables: Existing conditions evaluation, opportunities and constraints, and exhibits (plan- view and typical cross sections). 2.6 Existing Conditions Documentation An Existing Conditions Evaluation Working Paper will be prepared by Omni-Means that summarizes with text, tables and exhibits the results of the Exist- ing Conditions Evaluation conducted in Subtask 2.5. The document will provide the background and technical information for use in the public participa- tion program that will be conducted under Task 3.0 and in preparing the preliminary preferred and alter- native plan and context zone concepts that will be developed in Task 4.0. Five (5) hard copies of the draft working paper and an electronic copy will be submitted to the City PM for distribution, review and comment. Upon resolution of all comments, the Working Paper will be finalized. 2.6 Deliverables: Draft and Final Existing Condi- tions Evaluation Working Paper (five (5) hard cop- ies and an electronic copy to be provided to the City for each submittal). Task 3.0 Public Participation Program The consultant shall coordinate with City staff to cre- ate an effective public participation approach that will engage the community with proven approaches for finding consensus among stakeholders, which is essential to policy development as well as to long- term implementation of the Plan. The public partici- pation program should be developed in light of ex- isting planning documents previously developed respectively by the City of Arroyo Grande and the County of San Luis Obispo. In order to supplement the data developed through other means, four pub- licly-noticed community workshops shall be con- vened so as to ensure residents, businesses, bicy- clists, pedestrians, transit users and other stake- holders have ample opportunity to make their voices heard during the Plan development. The four workshops will focus as follows: Resident and School Outreach Charrettes Business Community Charrettes Item 9.d. - Page 40 4. Work Program (M. Preliminary Scope of Work) 70 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 Bicycle Community Charrettes Transit and “other” stakeholders. The publicly-noticed workshops/charrettes will con- sist of traditional presentations followed by a ques- tion-and-answer session and opportunity for one- on-one interaction with the project team. Large presentation boards will be on display to allow closer review of key findings and information. Sketching and writing tools will be provided to fos- ter communication and sharing of ideas with the project team. Consultant will also assist with the creation of a “stakeholder advisory group” consisting of repre- sentatives from the above communities and agen- cies to assure participation by key groups at key times in the development of the Plan. It is antici- pated that the group will meet monthly during the public outreach phase and continuing to meet as needed to develop recommended improvements. The public participation may include media re- leases to newspapers, radio, television, and on- line/social media sources; media publicity commu- nications, such as developing local interest articles; GIS mapping and high-quality graphics for public presentation. All public meetings will be held in facilities accessible to all residents. The consultant shall be responsible for document- ing the agreed to public participation program ap- proach including deliverables that will be the con- sultant’s responsibility and those deliverables to be provided by the City. The consultant shall also be responsible for preparing a public meeting record following completion of each of the four workshops. Task 3.0 Consultant Deliverable: Public Participation Program Approach Document, Public Meeting Records. Alta will lead the public participation program with team support from Omni-Means and Strategic Ini- tiatives (subconsultant). Alta’s proposed outreach process is inclusive, interactive, and productive. Alta’s professionals are experts at listening to the public, conveying technical issues in a clear man- ner, and explaining trade-offs. Through their straightforward communication style, ability to en- gage citizens, and use of the latest technology, they are able to produce outreach strategies and successful designs and plans that meet the needs of the community. We are confident that Alta brings the expertise to effectively collaborate with city staff and stakeholders to create innovative community outreach programming that informs and creates support for Complete Streets solutions along the Halcyon Road Corridor. Alta staff will provide translation/interpretation ser- vices at community outreach events as well as translate written materials into Spanish to provide complete communication with project stakeholders. A stakeholder database will be updated and main- tained throughout the life of the project. 3.1 Task Management and Coordination Omni-Means’ project management responsibilities specific to Task 3.0 include: On-going telephone and email communications with City PM; Maintain and update (as needed) master project schedule; Project coordination with subconsultants; Quality assurance and quality control on Task 3.0 project deliverables; and, Monthly progress reports to accompany in- voices. 3.1 Deliverables: Provide project management, co- ordination, documentation and QA/QC. 3.2 Task Project Meetings Omni-Means will coordinate up to six (6) PDT meet- ings during the following task milestones. Omni- Means and Alta will attend each meeting while other subconsultants will attend on a as needed bases. Following submittal of the Public Participation Plan (Subtask 3.3); Prior to each of the four (4) Community Char- rettes (Subtask 3.6); and Following the conclusion of the Stakeholder Ad- visory Group meetings (Subtask 3.7) At the conclusion of each meeting, Omni-Means will prepare and provide a meeting record stating the decisions and conclusions reached during each meeting. 3.2 Deliverables: Project meeting coordination, meeting materials and meeting records. Item 9.d. - Page 41 4. Work Program (M. Preliminary Scope of Work) 71 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 3.3 Develop Public Participation Plan Public outreach is critical to the success of improv- ing the Halcyon Road corridor for people who walk, bike, and ride transit. Alta will coordinate a variety of methods from grassroots efforts to social media campaigns to effectively engage a broad range of the community and stakeholders. We recognize that about 14% of Arroyo Grande’s population speaks a language other than English at home, with about 10% of the population speaking Spanish at home.1 Our team understands that one type of outreach will not reach such a diverse population. We propose a number of strategies to engage a diverse group of citizens as well as the other various stakeholders in the community which includes: Hosting public meetings in welcoming neighborhood-based venues such as schools, senior centers or churches Providing incentives for attending and participating at meetings including refreshments and donated prizes Friendly and approachable staff which include native Spanish speakers Looking for opportunities to provide volunteer child care during meeting times Coordinating meeting times with previously scheduled events Going to where residents are already hanging out (i.e., Farmer’s Markets, sporting events, and school events) Engaging community leaders such as pastors and sport coaches Recognizing the diverse ways residents will access information about the Plan, multiple outlets will be leveraged to see that information is accessible to all. The methods that will be conducted in Task 3.0 will include social media campaigns, providing project information at local events, custom project website, an online user survey, and flyers and newsletters, in addition to the meetings and events themselves. We have experienced great success by using a multi- faceted approach to public input. Alta will prepare a Public Participation Plan (PPP) and solicit comments from City staff and other PDT members. The PPP will use input from the project initiation meeting (Subtask 1.2), along with the pro- posed scope to prepare a detailed plan that will out- line specific tasks, the purpose of these tasks in relation to the project, a schedule of public engage- ment activities, due dates and deliverables associ- ated with each task. The PPP will be the blueprint and guiding document for informing and engaging project stakeholders throughout the project. 3.3 Deliverables: Public Participation Plan. 3.4 Social Media and Online Engagement Based on the PPP developed in Subtask 3.3, our team will collaborate with City staff to develop strategies for an effective social media and online engagement campaign to reach a broad audience. It is important that the online outreach engagement tools be is multi-lingual and easy to use. Social Media: Alta will create one (1) Facebook account (with posts in English and Spanish) and two (2) Twitter accounts (one English and one Spanish) to promote the project and link to stake- holders and community members. The Alta team will provide monthly posts (at minimum) on the Facebook page and tweets through Twitter (as ap- propriate). Videos are easily shared on social media and are an effective way to educate, promote and document a project’s process. As an optional task, Alta will produce up to two (2) one-minute videos to raise awareness of the project. The videos may feature a walking tour of the project areas with City staff, in- terviews with key stakeholders, highlight areas of concern, opportunities for improvement, and/or in- terviews with community members or city leaders. English and Spanish-language Website: Alta will design and host a website with a custom domain name that is easy to remember. The website will provide information on the overall project goals, community workshops, recommendations, and re- ports. It will serve as a platform to promote events, notice meetings and organize supporters and vol- unteers. Approved project deliverables will also be posted to the website. We will also include a page for the community to provide specific information on a comment form. The website and social media ac- counts can provide a portal to an online survey. Online Survey: Alta will develop an online survey. The survey will be brief to encourage a higher par- ticipation rate, but will help create an understanding 12010-2014 American Community Survey estimate. Item 9.d. - Page 42 4. Work Program (M. Preliminary Scope of Work) 72 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 of key issues that are discouraging people from walking and bicycling, and improvements that would encourage greater use of existing or new facilities. The survey will be provided online in English and Spanish through a third-party provider such as Sur- veyMonkey, and the Alta team will design a print- able version for the City to distribute as desired. Our team will look for local partners to generate dona- tions for prizes or gift certificates from local busi- nesses to encourage participation in the survey. Email Updates: Alta will maintain an email list of people interested in following the project based on meeting sign-ins and will send brief emails to this list to promote upcoming opportunities to participate and provide feedback on the Plan. 3.4 Deliverables: Facebook (1) and Twitter accounts (2) with monthly posts (in English and Spanish); English and Spanish Language project web- page with unique domain name; and Online community survey up to four (4) pages (in English and Spanish). 3.5 Print Media For a successful public participation process, efforts must be made to generate widespread awareness about the project among diverse community mem- bers. Alta will provide a variety of English and Span- ish-language materials for outreach efforts, as de- termined in collaboration with City staff. The budget provides for the following materials: Project Logo: A visual brand for the project will create a higher level of recognition and excitement. Alta will create a color logo that can be used on pro- motional materials and as a button on the City’s website, providing a link to the project website. English and Spanish-language Flyers: Alta will design up to three (3) flyers over the course of the project to promote upcoming opportunities to partici- pate, including the online survey, community work- shops and final plan presentation. Hard copy notifi- cation materials can also be disseminated via City Hall, Arroyo Grande and Grover Beach Chamber of Commerce, Lucia Mar School District schools, the Arroyo Grande Public Library, community/senior centers and churches. Electronic flyers can be dis- tributed through email, and posted on the project webpage for downloading and social media link- backs. Partners & Prizes: Alta will reach out to local bicy- cle shops and other prospective partners to solicit prizes to raffle for participation in the community workshops and online survey. Other sponsors may be identified to defray costs such as poster printing and giveaways. 3.5 Deliverables: Promotional Materials with record of when/ where they were posted/aired: Project logo; Meeting notification flyers and one (1) pro- ject fact sheet (English and Spanish); and Email updates (English and Spanish). 3.6 Community Charrettes Based on the PPP developed in Subtask 3.3 and the outreach conducted in Subtasks 3.4 and 3.5, our team will engage with the public by holding up to four (4) meetings, in a more interactive charrette- style. As Complete Streets experts, our team will be able to engage the public in meaningful dialogue and draw upon our experience gained from past projects to address concerns that arise. Our ap- proach to the public involvement process is struc- tured to build support and momentum for Complete Streets. Each charrette can be themed to target par- ticular stakeholders: Residents and Schools, Busi- ness Community, Bicycling Community, and Transit Users. The goal for these charrette meetings is to engage the community to learn about the project and pro- vide input on the vision and objectives for the corri- dor. Our primary purpose will be to listen to the community and gain an understanding of their cur- rent concerns and future desires for the corridor. We want to learn how and why people use this corridor, what destinations are important to connect to, whether the roadway feels safe for all users, what the community wants the corridor to look like, what are real and perceived barriers to using this corridor, what amenities the community would like to see, and more. Our team will provide maps for the meet- ings for people to provide written input if they so de- sire. We recommend that the stand-alone charrettes be held in a welcoming neighborhood-based venues such as schools, senior centers or churches. As support to encourage low-income community mem- bers to attend, we will look for opportunities to pro- vide volunteer childcare and serve light refresh- Item 9.d. - Page 43 4. Work Program (M. Preliminary Scope of Work) 73 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 ments per Caltrans Sustainable Transportation Plan- ning grant program eligibility. As discussed in Sub- task 3.5, our team will also look for opportunities to raffle off donated prizes as incentives for participat- ing in the project discussion. Each charrette will be 2 to 2.5 hour events, consist- ing of presentations followed by a question-and- answer session and one-on-one interaction with the project team, and are intended to delve more deeply into detailed planning and design for the corridor. For each charrette, Strategic Initiatives (subconsultant) will lead each meeting. Alta with support from Omni-Means will prepare presentation materials including graphics, mapping, photographs, PowerPoint presentations, and written materials suitable for distribution and display, which are critical to help attendees understand the context in which the planning and design work is done. As native Spanish speakers, Alta staff will help to make sure ideas are clearly communicated to the public and in turn, public comments and feedback are accurately captured and recorded. We will look to the City to secure meeting space and assist with distribution of meeting notifications. Optional Outreach Approach: While we have budgeted for up to four (4) meetings as requested in the RFP, we have also found through experience that such stand-alone meetings by themselves may not be the most effective means of engaging the community. We would be interested in discussing potential modifications to the scope to replace some meetings with a set of more targeted outreach activi- ties. Targeted outreach can capture a much wider and more representative range of residents, allows for more informal but often more meaningful input, and also requires less staff and preparation time - meaning many more meetings can be covered in the equivalent time of large and heavily staffed formal meetings. We commonly attends local events to conduct “pop-up workshops” for our projects: for an- other Complete Streets planning project, Alta hosted a number of focused outreach sessions including the Farmer’s Market, Christmas Tree Lighting Cere- mony, and Breakfast with Santa (a large existing community event with a primarily Latino audience, where we received extensive feedback). Biking tours are also an effective and direct means of getting public input on bicycle planning projects; the City may want to consider a citywide biking tour or walk- ing tour to identify more general issues along the corridor. 3.6 Deliverables: Community Charrettes (up to 4): Planning, agendas, preparation of graphic materials, and meeting facilitation; PowerPoint presentations, meeting sum- mary, notes, photos and maps; and Community Outreach Memorandum summa- rizing input received through online survey, website comment form, social media ac- counts and the community kick-off meeting. 3.7 Stakeholder Advisory Group Meetings With Subtask 3.6 targeting the general public, our team will identify and present to key stakeholders who are already actively engaged and who may not be expected to attend stand-alone meetings/ workshops. These stakeholders can include the Traffic Commission and other City Council advisory bodies, and community stakeholder groups such as bicycle advocacy groups, recreation and activity groups, businesses, PTA groups, faith-based or- ganizations, and other neighborhood groups. We will attend up to six (6) face-to-face meetings and up to an additional three (3) teleconference meet- ings with identified stakeholders as needed. It is an- ticipated that this personal attention and presenta- tion of the technical information will facilitate a posi- tive relationship with these stakeholders. A second objective of presenting at these meetings is to identify key areas of concern and the potential for amenities that could be included in the project for stakeholders located along Halcyon Road. Areas of concern might include the on-street parking ca- pacity, loading zone access, driveway access, ac- cess to utilities, etc. It is anticipated that facilitating engagement early - before a conceptual design is developed - will allow our team to successfully in- corporate mitigations in the project design to ad- dress concerns in the plan where possible and instill a positive stakeholder process and the general buy- in of the community. 3.7 Deliverables: Presentation materials for Stake- holder Advisory Group Meetings, attendance at up to six (6) face-to-face meetings and up to three (3) teleconference meetings. Item 9.d. - Page 44 4. Work Program (M. Preliminary Scope of Work) 74 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 Task 4.0 Plan Preparation 4.0.1 Task Management and Coordination Omni-Means’ project management responsibilities specific to Task 4.0 include: On-going telephone and email communications with City PM; Maintain and update (as needed) master project schedule; Project coordination with subconsultants; Quality assurance and quality control on Task 4.0 project deliverables; and, Monthly progress reports to accompany in- voices. 4.0.1 Deliverables: Provide project management, coordination, documentation and QA/QC. 4.0.2 Task Project Meetings Omni-Means will coordinate up to three (3) PDT meetings during the following task milestones. Sub- consultants will attend on a as needed basis. Following submittal of the Preferred Preliminary Plan and Context Zone Concepts with draft rec- ommendations (Subtask 4.1); Following submittal of the Alternative Plans and Segment Concepts (Subtask 4.2); and Following submittal of the Draft Halcyon Road Complete Streets Plan document (Subtask 4.3) At the conclusion of each meeting, Omni-Means will prepare and provide a meeting record stating the decisions and conclusions reached during each meeting. 4.0.2 Deliverables: Project meeting coordination, meeting materials and meeting records. Task 4.1 Develop Preferred Preliminary Plan and Context Zone Concepts Based on the Existing Conditions Evaluation and the input received during the charrettes, Consultant will develop a Preferred Preliminary Plan and Seg- ment- specific Concepts with ROW and lane recon- figuration and streetscape design objectives and guidelines. The concept document will include street improvements plans, cross sections, design tem- plates, and photos of existing similar installations, and renderings of strategic components/concept zones. Operational simulations will also be required should road diet or roundabout concepts be devel- oped. Consultant will utilize results of workshop charrettes and stakeholder advisory group meetings to prepare draft recommendations for presentation at public meeting presentation(s) at City Council, City Planning Commission, County Board of Supervisors and SLOCOG Board. Task 4.1 Consultant Deliverable: Preliminary Plan and Context Zone Concepts with visual renderings and operational simulations should road diet or roundabout concepts be developed. 4.1 Develop Preferred Preliminary Plan and Context Zone Concepts Based on the data research and existing conditions evaluation prepared in Task 2.0 and input received through the public participation program (Task 3.0), Omni-Means with support from Alta will develop the Preferred Preliminary Plan and Context Zone Con- cepts (PPP&CZC) along Halcyon Road. This effort will include the following work elements. Streetscape Design Objectives and Guidelines: Streetscape design objectives and guidelines will be developed that fit within the character of each of the context zones. The objectives and guidelines will be developed with input from the PDT and the public, and will be based on existing City and County poli- cies and design standards and Green Street/ Complete Streets guidance and principles. A memo- randum will be prepared outlining the proposed streetscape design objectives and guidelines sup- ported by color renderings and example photo- graphs/exhibits and provided to the City PM and PDT for review, comment and approval. Access Management: Access to Halcyon Road is currently provided at both public road intersections and from private driveways. With development of the PPP&CZC, restrictions could be provided that would affect access from these streets and private driveways. As the context zone concepts are devel- oped, access and circulation will be evaluated with access management solutions identified and pre- sented that would minimize impacts to existing ac- cess while still maintaining the integrity of the road- way and its operations. Preliminary Context Zone Concepts: Our ap- proach is to identify and develop feasible improve- ments within each of the four (4) context zones that would reduce or mitigate issues and impacts identi- Item 9.d. - Page 45 4. Work Program (M. Preliminary Scope of Work) 75 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 fied in the studies conducted under previous tasks; that are consistent with the identified streetscape design objectives and guidelines; that present feasi- ble access management solutions; and will provide sustainable transportation system operations for all users. Up to two (2) concepts per context zone will be de- veloped, all within the current roadway alignment and utilizing existing available right of way to the greatest extent possible. In addition, there may be opportunities to reduce the roadway width needed to accommodate motorized travel through a road diet potentially combined with the strategic place- ment of roundabouts that will be considered. Each concept will include lane configurations and street- scape design shown in plan view and typical cross sections supported with design templates and ex- ample photographs and renderings. Transportation System Forecasts and Opera- tions: The PPP&CZC will provide a Complete Streets vision along Halcyon Road not only for to- day’s conditions along the corridor, but also a sus- tainable vision into the future. To this end, Omni- Means proposes to develop forecasted transporta- tion data that reflects future conditions represented by both the City and County General Plans. Fore- casts will be developed from available sources in- cluding the City’s and SLOCOG’s forecasting mod- els. The forecasts will then be used to evaluate the projected transportation system operations for each context zone concept as they are developed. Should a road diet and/or roundabout concept be developed, operational simulations using Synchro/ SimTraffic software will be developed based on the forecasts. Document Preferred Preliminary Plan and Con- text Zone Concepts: A technical memorandum will be prepared that presents for each context zone the range of improvement options with a summary of the recommendations, streetscape design objec- tives and guidelines, projected transportation sys- tem operations, access management opportunities and constraints, and potential right of way require- ments. Five (5) hard copies and an electronic copy of this report will be provided to the City PM for dis- tribution, review and comment. Task 4.1 Deliverables: Streetscape Design Objectives and Guidelines; Preliminary Context Zone Concepts; Transportation System Forecasts and Opera- tions; and Preferred Preliminary Plan and Context Zone Concepts Technical Memorandum (five (5) hard copies and an electronic copy will be provided to the City). Task 4.2 Develop Alternative Plans and Context Zone Concepts Task 4.2 Develop Alternative Plans and Context Zone Concepts: Based on the Existing Conditions Report and the community engagement from the charrettes, the Consultant will prepare Alternative Plans and Segment-specific Concepts that capture suggestions by the community that differ from the Preferred Plan and Segment Concepts. The alter- natives will include street improvements plans, cross sections, design templates, and photos of ex- isting similar installations, and renderings of stra- tegic components/concept zones. Consultant will utilize results of workshop charrettes and stake- holder advisory group meetings to prepare alterna- tives to the Preferred Preliminary Plan for consid- eration at public meeting presentation(s) at City Council, City Planning Commission, County Board of Supervisors and SLOCOG Board. Task 4.2 Consultant Deliverable: Alternative Plans and Context Zone Concepts with visual renderings and operational simulations should road diet or roundabout concepts be considered and developed. 4.2 Develop Alternative Plans and Segment Concepts Suggestions may also be received from the commu- nity through the public participation program (Task 3.0) that may differ from the PPP&CZC developed in Subtask 4.1. To address any differing sugges- tions, Omni-Means with support from Alta will de- velop Alternative Plans and Context Zone Concepts as needed along Halcyon Road. It is assumed that the streetscape design objectives and guidelines, and the transportation system forecasts developed in Subtask 4.1 will be applicable for use within this subtask and no additional work will be required. The following represents the effort that will be provided. Access Management: Access and circulation for each concept zone alternative will be evaluated with access management solutions identified and pre- sented that would minimize impacts to existing ac- cess while still maintaining the integrity of the road- Item 9.d. - Page 46 4. Work Program (M. Preliminary Scope of Work) 76 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 way and its operations. Alternative Context Zone Concepts: Feasible im- provement alternatives within each of the four con- text zones will be developed that differ from those developed for the PPP&CZC, that still would reduce or mitigate issues and impacts identified in the stud- ies conducted under previous tasks; that are consis- tent with the identified streetscape design objectives and guidelines; that present feasible access man- agement solutions; and will provide sustainable transportation system operations for all users. Up to two (2) alternative concepts per context zone will be developed, all within the current roadway alignment and utilizing existing available right of way to the greatest extent possible. In addition, there may be opportunities to reduce the roadway width needed to accommodate motorized travel through a road diet potentially combined with the strategic placement of roundabouts that will be con- sidered. Each concept will include lane configura- tions and streetscape design shown in plan view and typical cross sections supported with design templates and example photographs and render- ings. Alternative Transportation System Operations: The transportation system forecasts developed in Subtask 4.1 will be used to evaluate the projected transportation system operations for each alterna- tive context zone concept as they are developed. Should a road diet and/or roundabout concept be developed, operational simulations using Syncho/ SimTraffic software will be developed based on the forecasts. Document Alternative Plan and Context Zone Concepts: A technical memorandum will be pre- pared that presents for each context zone the range of alternative improvement options with a summary of the recommendations, streetscape design objec- tives and guidelines, projected transportation sys- tem operations, access management opportunities and constraints and potential right of way require- ments. Five (5) hard copies and an electronic copy of this document will be provided to the City’s PM for distribution, review and comment. This technical memorandum will be provided to the City PM and the PDT for review and comment. Task 4.2 Deliverables: Streetscape Design Objectives and Guidelines; Alternative Context Zone Concepts; Alternative Transportation System Operations; and Alternative Plan and Context Zone Concepts Technical Memorandum (five (5) hard copies and an electronic copy will be provided to the City) Task 4.3 Draft Plan Document Consultant will utilize work previously completed in input received from the public outreach program to prepare the Draft Halcyon Road Complete Streets Plan document for public. Five hard copies of the Draft Plan and an electronic copy will be submitted to the City for review and distribution. Task 4.3 Consultant Deliverable: Draft Halcyon Road Complete Streets Plan 4.3 Prepare Draft Halcyon Road Complete Streets Plan Document The Draft Halcyon Road Complete Streets Plan (DHRCSP) report will be prepared by Omni-Means that utilizes and summarizes the existing conditions evaluations completed in Task 2.0, public input re- ceived through the public participation program con- ducted in Task 3.0 and both the Preferred Prelimi- nary and Alternative Plans and Context Zone Con- cepts developed in both Subtasks 4.1 and 4.1. Five (5) hard copies and an electronic copy of the DHRCSP will be submitted to the City PM for distri- bution, review and comment. Task 4.3 Deliverables: Draft Halcyon Road Com- plete Streets Plan (five (5) hard copies and an elec- tronic copy will be provided to the City). Task 4.4 Final Plan Document Consultant will consider public review comments and prepare the Final Halcyon Road Complete Streets Plan document. Five hard copies of the Final Plan and an electronic copy will be submitted to the City. Task 4.4 Consultant Deliverable: Final Halcyon Road Complete Streets Plan 4.4 Prepare Final Halcyon Road Complete Streets Plan Document Upon resolution of all comments received on the DHRCSP, Omni-Means will then prepare the Final Halcyon Road Complete Streets Plan (FHRCSP). Five (5) hard copies and an electronic copy of the Item 9.d. - Page 47 4. Work Program (M. Preliminary Scope of Work) 77 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 FHRCSP will be submitted to the City PM for distri- bution, review and comment. Task 4.4 Deliverables: Final Halcyon Road Com- plete Streets Plan (five (5) hard copies and an elec- tronic copy will be provided to the City). 4.5 Presentations to Planning Commission, Council and Boards Omni-Means will be available to attend up to four (4) public hearings and before the City Planning Commission, City Council, County Board of Super- visors and/or the SLOCOG Board to present the findings and recommendations provided in either the Draft or Final Halcyon Road Complete Streets Plan (Plan). Task 4.5 Deliverables: Attend up to four (4) public hearings to present the Plan’s findings and recom- mendations. Item 9.d. - Page 48 4. Work Program (N. Cost of Services) 78 Proposal for Halcyon Road Complete Streets Plan CIP Project Number 5606 The below table presents our team's proposed staff time for this project. Our cost proposal is provided under separate sealed envelope. Item 9.d. - Page 49 EXHIBIT C – INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant’s employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self- insured retention for liability not covered by primary but covered by the umbrella. Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits. Policy shall contain a provision obligating insurer at the time insured’s liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to City for injury to employees of Consultant, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence. Item 9.d. - Page 50 Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A- or better and a minimum financial size VII. General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No. CG 2010. Consultant also agrees to require all Consultants, and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subcontractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor. 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or Item 9.d. - Page 51 reduction of discovery period) that may affect City’s protection without City’s prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant’s general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. 8. The insurer will provide 30 days notice to City of any cancellation of coverage. 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10. Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant’s existing coverage includes a deductible or self-insured retention, the deductible or self- insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. Item 9.d. - Page 52 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant’s insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. The provisions of any workers’ compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such Item 9.d. - Page 53 provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Item 9.d. - Page 54